SecretaryPNOC Exploration Corporation

JOB GRADE: 6
QUALIFICATION GUIDELINES
Education: Graduate of any four-year course
Experience:
One (1) year related work experience
Special Skills:
Analytical skills in prioritizing incoming documents for immediate action Good interpersonal skills in dealing with people Good oral and communication skills Computer literate
DUTIES AND RESPONSIBILITIES:
Administrative Support
Develop, improve and establish effective systems and procedures to provide organizational assistance to the Department/Division.
Manage calendar and meeting appointments of the Department/Division including facilitation of requirements.
Coordinate and review travel requirements of the Department/Division.
Prepare, review and endorse payments of contractors/suppliers for the approval of Department/Division Head.
Prepare and evaluate budget proposal to the Department/Division Head.
Ensure the plans and activities of the Department are implemented within the approved budget.
Record and transcribe the minutes of the meetings.
Ensure the detailed coordination involving people, facilities and supplies for the Quality Management System (QMS) activities during the Internal Quality Audit period are adequately provided.
Liaise with other sections/departments of the Company and other relevant organizations.
Communication Management
Control, record and monitor all incoming and outgoing communications.
Dispatch the correspondences to the responsible staff and ensure that the documents are acted upon.
Review and assure that all correspondences are compliant to the standard set by the Company.
Prepare correspondences/reports for the approval of the Department/Division Head.
Ensure that all outgoing and incoming telephone calls are properly conveyed to the concerned party.
File Management
Maintain a systematic filing system of all documents in accordance with Company policy on records management and secure confidential and proprietary documents.
Update and file all incoming and outgoing documents.
Create and maintain Department/Division's database of external contacts.
Inventory Management
Monitor and guarantee that office supplies are adequate and fully utilized.
Canvass and request for quotation of supplies and materials needed.
Request/purchase office supplies as needed.
Maintain optimum operating condition and manage inventory of company assets.
Act as custodian of general facilities/furniture assigned to the Department/Division Head.
Personnel Monitoring
Keep track of the Department/Division's whereabouts and attendance.
Remind the Department/Division to submit/file attendance related forms in compliance with company policies.
Perform other necessary and related task for the achievement of the Unit's and Organization's goals.